1. Customer Reception & Information Gathering

Attend to customer inquiries via WhatsApp, phone, or walk-in.

Create customer WhatsApp groups and collect necessary info (photos, location, quantity).

Share product catalogues and quotations, answer basic questions.

Maintain a friendly and professional manner when engaging with customers.

Provide personal assistance support to Director when required (scheduling, follow-up, correspondence).

2. Sales & Order Coordination

Follow up on quotations, order confirmations, and payment status.

Inform Finance and Project Coordinator once order is confirmed.

Assist in scheduling installations and coordinate with the technical team.

Ensure smooth handover of customer details to relevant departments.

3. Documentation & Data Management

Organize and file customer records and project documents (quotations, invoices, receipts, job sheets, photos).

Prepare monthly, quarterly, and yearly closing reports and documentation.

Update customer tracking sheets, job calendars, and project logs.

4. Project Coordination & Support

Help arrange site visits and installations by technicians/installers.

Monitor installation progress and site completion.

Collect and compile all project completion documents.

Keep customers informed on project progress when necessary.

5. After-Sales Service & Customer Feedback

Call customers after installation to gather feedback and record satisfaction.

Assist in handling after-sales issues or complaints and escalate to the relevant department.

Maintain good customer relations for repeat business and referrals.

6. General Administrative Duties

Manage office supplies and procurement.

Support daily administrative tasks (meeting arrangements, document dispatch, etc.).

Assist in preparing simple updates or materials related to customer projects.

Preferred Skills

Experience in Personal Assistance (PA): scheduling, handling correspondence, supporting management tasks.

Willingness to travel for site supervision / project support when needed.

Prior experience in admin, customer service, or sales support.

Multilingual (English, Malay, Chinese).

Basic knowledge of security / ICT systems (CCTV, alarm, WiFi).

Possess driving license for occasional site visits.

HJ Security Sdn Bhd